Reminder system for expiring supplier contracts

Purpose

1. Ensure no supplier contract lapses by alerting responsible parties before contract expiry, maintaining compliance and uninterrupted material flow.

2. Notify purchasing and management teams of upcoming or expired contracts to streamline renegotiation, documentation, and supplier management.

3. Automate tracking of renewal cycles, escalation protocols, and documentation updates to prevent delays and penalties.

Trigger Conditions

1. Approaching contract expiry date, detected by scanning contract management system or shared drive.

2. Contract expiry date exactly at user-defined notice window (e.g., 30, 60, 90 days before).

3. Manual addition of new contract or renewal update.

4. Absence of confirmation of renewal within X days after notification.

5. Change in contract status (e.g., marked as “under review” or “terminated”).

Platform Variants

1. Microsoft Outlook 365

• Feature/Setting: Calendar event reminders via Power Automate; set automated mail for contracts expiring in X days.
  
• Sample: Use flow "When an event is upcoming, send email to [email protected]."
  

2. Google Workspace (Calendar & Gmail)

• Feature/Setting: Calendar API + Apps Script triggers reminder emails 30 days before expiry.
  
• Sample: Script checks “Supplier Contracts” calendar and sends email.
  

3. Slack

• Feature/Setting: Scheduled messages via Slack API/Bots to procurement channel; configure webhook to post contract reminders.
  
• Sample: “/remind #procurement Contract with X expires in 15 days.”
  

4. Twilio SMS

• Feature/Setting: Notify responsible staff by SMS using Programmable Messaging API; set recipient, sender ID, and schedule.
  
• Sample: Send automated SMS: “Contract with Supplier X will expire in 10 days.”
  

5. Zendesk

• Feature/Setting: Create support ticket via API on contract approach to expiry; set urgency and assignee based on contract owner.
  
• Sample: "POST /tickets" – auto-create renewal task.
  

6. Asana

• Feature/Setting: Task creation with due date and assignee using Asana API; auto-populate contract details.
  
• Sample: Task titled “Renew Contract with Supplier Y”.
  

7. Monday.com

• Feature/Setting: Item created in Contract Renewal board using API; reminders set for contract owner.
  
• Sample: “Create item in board with contract details, set deadline.”
  

8. Salesforce

• Feature/Setting: Task automation using Process Builder/Flow for Opportunity or Account objects; send alert when expiry near.
  
• Sample: Schedule a “Renewal Reminder” task 30 days pre-expiry.
  

9. DocuSign

• Feature/Setting: Envelope status monitoring via API; trigger reminder workflow based on expiration fields.
  
• Sample: Webhook triggers email to [email protected].
  

10. HubSpot

• Feature/Setting: Workflows in CRM; contract end date used as workflow trigger, auto-send email/SMS via integrations.
  
• Sample: Automation: “Notify Contact Owner on Expiry.”
  

11. SendGrid

• Feature/Setting: Transactional emails using Inbound Parse Webhook; triggered by expiry date in database.
  
• Sample: Email template: “Supplier contract expiring soon.”
  

12. SAP Ariba

• Feature/Setting: Contract management module sends notifications via built-in alerting or API extensions.
  
• Sample: Automated alert configured for “90 days to Expiry.”
  

13. Smartsheet

• Feature/Setting: Automated reminders set via workflow rules, referencing contract expiry column.
  
• Sample: “Alert user when expiration date ≤ today + 14.”
  

14. Microsoft Teams

• Feature/Setting: Adaptive Card/reminder to group channels using Graph API when a contract is nearing end date.
  
• Sample: Post: “@Procurement Contract X is expiring in 7 days.”
  

15. Google Sheets

• Feature/Setting: Apps Script with Time-driven triggers to scan contract expiry column and send reminders.
  
• Sample: Script: “If expiry < today + 30, send mail to assigned user.”
  

16. Trello

• Feature/Setting: Card due date monitoring via Power-Ups or API; create checklist item for renewal.
  
• Sample: Create card “Renew Contract with Z.”
  

17. Jira

• Feature/Setting: Issue creation via REST API; set due date as expiry, assign renewal sub-task.
  
• Sample: POST issue to “Supplier Contract Renewals” project.
  

18. Notion

• Feature/Setting: Database reminders using Notion API and integrations with timed triggers.
  
• Sample: Send reminder if “Expiration Date” < X days.
  

19. ClickUp

• Feature/Setting: Reminders using ClickUp Automations or Webhooks with contract details and expiry dates.
  
• Sample: Task: “Follow-up on contract expiring in 2 weeks.”
  

20. PagerDuty

• Feature/Setting: Alerts escalated as incidents for critical expiring contracts via Events API.
  
• Sample: Trigger “Urgent Supplier Contract Expiry” incident.
  

21. Zoho CRM

• Feature/Setting: Workflow rules trigger emails or task assignment based on contract expiry field.
  
• Sample: Notify contract owner “30 days before contract ends.”
  

22. Freshdesk

• Feature/Setting: Auto-ticket generation with API for renewal workflows when expiry date is near.
  
• Sample: Create ticket for renewal process.
  

Benefits

1. Eliminates risk of supplier disengagement due to oversight.

2. Standardizes contract management and escalates missed renewals.

3. Boosts compliance and preparedness in audits and procurement reviews.

4. Frees up staff time from manual calendar monitoring, improving operational efficiency.

5. Ensures continuity and negotiation leverage with timely action on supplier contracts.